presented by cris cable and elizabeth whitaker august 28, 2012
TRANSCRIPT
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Presented ByCris Cable and Elizabeth
WhitakerAugust 28, 2012
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What’s Included in Auxiliary Operations?
Importance of Controls for Auxiliary Operations
Cash Receipt Process Expenditure Process Questions
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Monies raised with the approval of the school district governing board in connection
with the school bookstore, athletic activities and miscellaneous district
operations.
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Tax credit monies paid or donated for
extracurricular activities and charter education
May also include:
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Donations (other than Tax Credit)
Raffles PTOs and Booster Clubs Student Activities
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Auxiliary Operations
Student Activities
Public Money- Belongs to the
District
Student Money- Belongs to the Student
Clubs
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Decide roles before sales Determine % allocation Document agreement
Proceeds can be allocatedto Auxiliary Operations and
Student Activity Club(s)
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3 Key Duties
Cash-handling
Recordkeeping
Authorization
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Daily Sales
Report
Athletic Ticket Sales
Report
Cash Register Receipt Book/Form Tickets
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• Funded by check from AO bank account
• Can be established for each school, as
necessary
• Cannot be used to make payments!
• Money returned/accounted for after each use
• Money reclassified in records
From - Cash in Bank (0102)
To - Cash on Hand (0101)
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Cash Register Sales
Issues Change Fund
Issues Receipt Book or Tickets
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Verifies Change Fund Signs for Change Fund
Conducts and Documents Sales
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Counts all Cash
Completes cash count on Sales Report
Returns all cash and Receipt book,
if used
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Counts and verifies all Cash
Determines Total Sales
Completes Reconciliation of Sales to Collections on Sales Report
Investigates Cash
Over/Short
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R E P O R T N O .
S C H O O L D IS T R IC T N O .
D A IL Y S A L E S R E P O R T
SCHOOL _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ACCOUNT NAME _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ ACCOUNT CODE _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ EVENT _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ DATE _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ CASHIER _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ C H A N G E F U N D R E C E IP T N U M B E R AMOUNT $ _ _ _ _ _ _ _ _ _ _ _ _ _ _
CASH C O L L E C T IO N S
D en o m in a tio n Cash R e tu rn ed C h e c ks $
$ 1 0 0 .0 0 5 0 .0 0 2 0 .0 0 1 0 .0 0
5 .0 0 2 .0 0 1 .0 0
.5 0
.2 5
.1 0
.0 5
.0 1 T O T A L S $
LESS CHANGE FUND IS S U E D ( )
C O L L E C T IO N S $
T A P E AUDIT R E C E IP T B O O K S U M M A R Y Beginning E n d in g
1. Ending Cash Register Reading $ N u m b e r: 2. Beginning Cash Register Reading - 3. Tape Adjustment +/- Last Number U se d : 4. Total to Be Accounted For = 5. Less Collections - Quantity S o ld : 6. Cash Overage (Shortage) =
N u m b e r: Price: $
7. Total D ep o sit $ Total Sales (Quantity X P ric e ) $ Reason for Overage (S h o rta g e ): Less C ollec tio n s $
Cash Overage (S h o rta g e ) $ Total D e p o s it $ Reason for Overage (S h o rta g e ):
Reconciliation Completed B y:
Change Fund and Cash Collections Received B y:
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R E P O R T N O .
S C H O O L D IS T R IC T N O .
ATHLETIC TICKET SALES REPORT School _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
A c c o u n t N a m e A c c o u n t C o d e Date _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Event _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
T ic k e t S e l le r
C h a n g e F u n d R e c e ip t N u m b e r A m o u n t $
T ic k e t T yp e
Ticket N u m b e rs Issu e d
From T o
Next No. T o
Be Issu e d
First T ic k e t N u m b e r Is su e d
Number S o ld
P ric e
T o ta l S a le s
$ $
C ash
Denomination R etu rn ed
Checks $
$ 1 0 0 .0 0
5 0 .0 0
2 0 .0 0
1 0 .0 0
5 .0 0
2 .0 0
1 .0 0
.5 0
.2 5
.1 0
.0 5
.0 1
Total $
Less Change F u n d
T o ta l D e p o s it $
Total Deposit $ L e ss T o ta l S a le s C a sh O v e ra g e (S h o rta g e ) $ Reason for Overage (S h o rta g e ) _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Reconciliation Completed B y : _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Ticket Seller S ig n a tu re _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te Change, Tickets, and Cash Collections Received B y: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Athletic Director or Bookstore Manager S ig n a tu re _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ D a te
FB Adlt12100 12300 12205 12100 105 2.50 262.50
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Bookstore Sales
Athletic Ticket Sales
Donations in Front OfficeVending Machine Sales
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Part II — Cash C ou n t
C h e c k s
$
$ 1 0 0 .0 0
5 0 .0 0
2 0 .0 0
1 0 .0 0
5 .0 0
2 .0 0
1 .0 0
.5 0
.2 5
.1 0
.0 5
.0 1
T O T A L
$
SCHOOL DISTRICT N O .
S C H O O L
AUXILIARY OPERATIONS DAILY CASH COLLECTIONS S U M M A R Y
_________________, 1 9 _ _ _ _ _ Month D ay
Part I — Cash Collections Held for Deposit to the Auxiliary Operations Fund A ccou n t
R e p o r t N u m b e r
A c c o u n t C o d e
Description (issued to )
Net C a sh C o lle c tio n s
$
T o ta l N e t C a s h C o lle c tio n s (P a rt I) $
Part III — R econ c ilia tio n
Total Net Cash Collections (Part I) $
Total Cash Count (Part II) $
C a sh O v e ra g e (S h o rta g e ) $
Reason for Overage (S h o rta g e )
Summary Prepared B y :
D a te
Reviewed B y :
D a te
Bookstore
YearbookAthletics – FB Game
101
103102
350200150
700
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Prepares and Makes Deposit
Reviews Deposit & Reports then Records in Accounting Records
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Centralized at District or Processed at Each
Campus?
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Requisition Authorization Procurement Ordering Receiving Verification Payment
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Funded by the AO Fund Governing Board may establish 1 for each
school Account Custodian Maintained on an imprest basis Account is replenished periodically and @ June 30 Simplified processing
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Authorized amount $800
Checks written from account this month - 425
Bank Service Charge -10
End Balance = 365
Replenishment = $435
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Prepares Requisition
Reviews Requisition
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Procurement:•Check for Contract•Purchase <$5,000 •Like Item purchases•Document Quotes
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Received at School Office
Binders Given to Bookstore
Documents to Account
Custodian
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Before PaymentOr
By Ratification
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No. (Prenumbered)
S C H O O L D IS T R IC T N O .
AUXILIARY OPERATIONS FUND VOUCHER
D A T E
The district superintendent is hereby authorized to issue check(s) against the Auxiliary Operations Fund for th e
sum of dollars on account of obligations incurred for value received in goods a n d
services as shown for (period) to .
Check N o. Account C od e V en d or Invoice N o . P.O. N o . A m oun t $
I certify that this claim is just and correct, and th e goods and services herein represented have b e en received. All items are properly coded and not in excess of account balance. Itemized s ta te m e n ts accompany this v o u c h e r.
Governing Board Members’ S ig n a tu re s
D a te S ig n e d
T o ta l $